Power Platform Community Forum Thread Details

Hi,

Solution 1: Basic Email on Item Creation/Modification

Create a new Power Automate flow:

Trigger: "When an item is created or modified"
- Select your SharePoint site
- Select your list

Action: "Send an email (V2)"

To: Enter recipient email(s)

Subject: Item Updated: [Title]

Body:

An item has been updated in [List Name]:

Title: [Title]
Modified by: [Editor Display Name]
Modified on: [Modified]

View item: [Link to item]

Solution 2: Email Only on Specific Changes

Add a condition to filter changes:

Trigger: "When an item is created or modified"

Condition: Check if specific field changed

triggerOutputs()?['body/Status']
is not equal to
triggerOutputs()?['body/Status']?['Value']

If Yes: Send email with change details

If No: Do nothing

Solution 3: Detailed Change Tracking Email

Enhanced flow with change details:

Trigger: "When an item is created or modified"

Action: "Get item" (to get previous values)
- Use the same item ID
- This helps compare old vs new values

Action: "Send an email (V2)"

Subject: SharePoint Alert: [Title] - [Status]

Body:

html

<h3>SharePoint List Update Notification</h3>

<p><strong>List:</strong> [List Name]</p>
<p><strong>Item:</strong> [Title]</p>
<p><strong>Action:</strong> Modified</p>
<p><strong>Modified by:</strong> [Editor Display Name]</p>
<p><strong>Modified on:</strong> [Modified]</p>

<h4>Changed Fields:</h4>
<ul>
  <li><strong>Status:</strong> [Status]</li>
  <li><strong>Priority:</strong> [Priority]</li>
</ul>

<p><a href="[Link to item]">View Item</a></p>

Solution 4: Email Different People Based on Changes

Route emails based on field values:

Trigger: "When an item is created or modified"

Switch: Based on Status field
- Case: "Pending Approval"
  - Send to: manager@company.com
- Case: "Approved"
  - Send to: team@company.com
- Case: "Rejected"
  - Send to: submitter email

Each case has its own email action with relevant content

Solution 5: Bulk Email to Multiple Recipients

Send to multiple people with role-based logic:

Trigger: "When an item is created or modified"

Action: "Get items" from Users/Groups list
- Filter based on role or department

Action: "Apply to each" (loop through recipients)
- Send an email (V2) inside the loop
- Personalize content for each recipient

Solution 6: Email with Attachments

Include file attachments from the list item:

Trigger: "When an item is created or modified"

Action: "Get attachments"
- Site Address: [Your site]
- List Name: [Your list]
- ID: [Item ID]
Action: "Apply to each" (for each attachment)
- Get attachment content
- Send an email (V2) with attachment

Solution 7: Advanced Email with Approval

Include approval buttons in email:

Trigger: "When an item is created or modified"

Condition: Check if status is "Pending Review"

Action: "Send an email with options"
- To: manager@company.com
- Subject: Approval Required: [Title]
- Options: "Approve,Reject"
- Body: Include item details

Switch: Based on selected option
- Approve: Update item status to "Approved"
- Reject: Update item status to "Rejected"

Solution 8: Email Digest (Daily Summary)

Send daily summary of changes:

Trigger: "Recurrence" (daily at 9 AM)

Action: "Get items"
- Filter: Modified ge '[yesterday date]'

Action: "Create HTML table"
- From: Get items output
- Columns: Title, Status, Modified By, Modified

Action: "Send an email (V2)"
- Subject: Daily SharePoint Changes - [Today's Date]
- Body: Include the HTML table

Solution 9: Email with Conditional Formatting

Format emails based on priority/status:

Trigger: "When an item is created or modified"

Compose: Create HTML content with conditional formatting

html

<div style="background-color: @{if(equals(triggerOutputs()?['body/Priority'], 'High'), 'red', 'white')}">
<h3>Priority: @{triggerOutputs()?['body/Priority']}</h3>
</div>